Blog Posts by RDM

The Lifecycle of Records Management

Nowadays, going paperless is no longer revolutionary, but the best practices standard. More and more companies are going paperless for a variety of reasons. But beyond cost savings and reduction in environmental impact, there is much about proper records management many people are unaware of. For example, did you know that records management has a lifecycle? As the trusted name in records management for Wilmington and the surrounding areas we would like to tell you more about it!

records management wilmington

In records management, there is a lifecycle that corresponds to the stages that each record undergoes. This lifecycle covers everything from the creation of a record to its disposal. Different policies and procedures exist at each phase. It begins with the creation of the document and ends with disposal or preservation of it. Different programs, software, and educational materials may use different names for the phases, but they are basically fixed and operate concurrently and continuously. Here’s is its typical order:

1. Creation. The first phase in a record’s lifecycle, creation involves the receipt of a record and classification of it as a record in an organization’s records management system. Ensure that you create records correctly, which means including the right information and using the proper format.

2. Use & modification. This is when people use and modify am active record. Active records are those that are in current use and often within close physical proximity to the people using them.

3. Protection. As the record or document is in use It continues as a record and you must maintain and protect it from several things, including unauthorized access and damage. Those who need records on a regular basis must have easy access to them. We can help you keep your records safe in all phases of its lifecycle with our records management services. Even if someone is not regularly accessing an inactive record, you must maintain and protect it.

4. Maintain. The length of time that you must maintain a record differs based on several factors, including company policy and government rules and regulations. You need to keep some records forever and, therefore, institute an archival process at some point.

5. Dispose or archive. At the end of a record’s lifecycle, the records management team must decide whether to destroy or preserve the record. Within records management, systems exist to determine what happens to each record and when. Our records management can offer comprehensive document storage for documents you’d like to keep and proper disposal of those you no longer want.

Ready to get started? For more information about records management in Wilmington or anywhere you are in the Tri-State area, call Resource Data Management at 215-953-5175. Or you can contact us to get a Free Analysis.

How Accounts Payable Processing by RDM Can Simplify How You Do Business

With everything going on right now; new operating and cleaning processes, remote working, re-openings and more, it is essential to simplify and streamline what you can. One of the best and easiest places to start is the accounts payable department. Here at Resource Data Management we specialize in accounts payable processing for New Jersey and the entire Tri-State area and we are excited to tell you more about this wonderful, time saving service.

accounts payable processing new jersey

Why accounts payable from RDM? First of all, processing accounts payable manually is extremely time-consuming and prone to human error such as data entry error, invoice matching errors, and some other lost opportunities. Not so with automated accounts payable processing. Automating the entire accounts payable process can minimize time spent on data entry and eliminate the need to reprocess invoices due to human error.

With automated accounts payable processing you can free up usable space and improve efficiency, automate labor-intensive and error-prone accounts. At some point, every business reaches a point where manual hard-copy invoicing becomes too inefficient to continue. That’s where the expertise of RDM accounts payable processing comes in. By moving to our automated accounts payable system you can lower costs, increase efficiency and promote productivity.

With our easy to use accounts payable processing program, we can help streamline AP to align better with your business’ unique wants and needs. Thanks to WebDocs, we are able to simplify your accounts payable processing procedures. Not only can we make managing accounts payable procedure more efficient, but our approach is easy to implement and completely customizable based on need and workflow. 

By outsourcing your AP processing to RDM, you can enjoy many great benefits including quick implementation, paper savings, reduction in processing time, audit preparedness, standardized process and much, much more! 

Ready to take one more time consuming item off your plate? Let’s get started with accounts payable processing for your New Jersey business! Contact RDM today. As a reputable document scanning and management company, we understand the challenges you face, and offer a service to make your business run more efficiently. At Resource Data Management, it is our number one goal to help you have the most efficient and effective accounts payable processing system available for your business in New Jersey or the surrounding tri-state area. If you have questions please give us a call at 215-953-5175 or Contact Us.

Document Scanning Can Allow Even the Most Traditional Workplace to Go Remote

As we navigate the uncertainty of the coronavirus (COVID-19), many of us are reevaluating the safety and efficiency of our workplaces. A good percentage of workers are now working remotely and businesses are deciding whether it’s a move that should remain permanent. How did your business fair the transition to working from home? It is possible to get even the most traditional workspace to go remote. Our tried and true services can help you overcome even the most ‘traditional’ objections.

document scanning reading pa

Modern technology is making remote working increasingly easier to manage, and since the rise of the internet we have seen developments in cloud-based technologies and mobile apps that can help develop a document environment that works seamlessly, wherever your workforce is. As the trusted name in document scanning for Reading PA, we would like to help your business prepare to take your physical documents online and prepare for uncertain times. 

Even before COVID-19,  it was becoming more and more common for employees to work remotely, away from the traditional office environment. As industries today move away from physical records and begin to embrace digital document storage, the benefits to document scanning continue to grow. When you begin looking into document storage and scanning, you might think you will have to go completely paperless. However, we can actually tailor our document storage services to fit you and your company’s specific needs. We offer physical off-site storage of documents with rapid document retrieval and immediate access to your information. With document scanning you can have files accessible to your employees wherever their workplace may be.

Document scanning can also safeguard your important information. When you would get a hard copy file, it would probably passes through several different hands. It could then sit in a box or out on a desk for hours or even days, where anyone could see it and have access to it. However, with document scanning, we use encryption and other secure measures to make sure that your documents and files are scanned and stored away securely. This way, you no longer have to worry about someone unauthorized having access to your files and other important data.

The digital age we know today will continue to grow and develop with new innovations that will change the way we print and scan in the future. So, what are you going to do to prepare your business? 

When you’re ready to learn more about document scanning for your Reading PA area business call us at Resource Data Management at 215-953-5175, or you can contact us to get a Free Analysis.

Getting the Facts on X-Ray Recycling

You likely already know it’s a good idea to recycle your facility’s old x-rays. But do you know why and where you should have them recycled? As experts in x-ray recycling for Reading PA and the entire tri-state area, we’ve gotten a few questions about it and how it works. That’s why we’d like to take some time to offer up the hard facts when it comes to x-ray recycling. And, if you have any additional questions about x-ray recycling, document storage or any of the other services we provide don’t hesitate to give us a call.

RDM Inc X-Ray Recycling

For one, medical x-rays contain a few types of information about the patient; information such as name, age and, of course, the current or previous medical condition of the patient. This is what HIPAA wants to protect patients from. It is common sense today that all patients are entitled to their privacy, that is why the rule puts the responsibility on the physician to make sure the medical records, including x-rays, are destroyed along with any type of patient information on it.

The guidelines for disposal of x-ray film states that proper care must be taken to destroy medical records and the destruction process must be secured. Here at RDM, we take this seriously and work to ensure a secure x-ray recycling process. 

Another reason for purging x-rays besides clearing space is for silver recovery. The x-rays do contain silver in various amounts, depending on the type of film. Facilities who have some amount of film usually would want to bring revenue from it in order to recover the film purging labor costs.

Here at RDM, we offer terminal systems and recirculating silver recovery with state-of-the-art equipment and unique systems to assist our customers in achieving environmental compliance.

Contact the professionals here at Resource Data Management and we can tell you all about the x-ray recycling process, how it works and how you can get started recycling your x-rays. The only thing no one can argue with is facts. During the long period of our activity in the x-ray recycling business, we have gained trust and a fantastic reputation for our dependability.

Interested in learning more about x-ray recycling as well as the many other services we provide? If so, give us a call here at Resource Data Management at (215) 953-5175 or contact us online for a free analysis! We can answer any questions you have about x-ray recycling for your Reading PA area office. 

Is Records Management Just for Large Businesses?

Simply put, records management is essential for all businesses large and small. Proper, professional Records management is there to provide a history of documents and decisions as well as to ensure continuity. These benefits apply to all companies and organizations, no matter the size; from the smallest operation to a fortune 500. They even apply to individuals. As experts in records management for Trenton and the surrounding areas, we would like to tell you more about this essential service and how it can help your business no matter its size. 

records management trenton

For one, all businesses must keep records no matter the size and scope. Aside from the Internal Revenue Service’s guidelines about keeping tax records, there are no set standards about how long you must keep business records. Many accountants and lawyers recommend keeping original business documents for seven years, as that’s the statute of limitations for many tax audits, lawsuits, and other possible claims. These types of suggestions for records management apply to both small and large businesses. 

Whatever the size of your business, it is important to keep in mind that records management is most effective if implemented organization-wide, rather than just within certain departments. Keeping records well organized helps companies protect institutional data as well as maintain evidence of activities, transactions, and more. An effective records management system can save money on storage as well as improve an organization’s efficiency, no matter its size. 

If you’re uncertain about whether or not you need records management, the short answer is that every business should have some type of records management system in place. Beginning a records management program does not need to be daunting. The key to the system will be the quality of your service. The professional company responsible for your records management should keep your records safe, secure and accessible. Here at RDM, we do just that.

At RDM, whatever the needs of your business, we provide document and records management solutions for businesses of all sizes throughout the area. We have a secure and climate-controlled storage facility where we store valuable business records for our clients.

In an economy that’s increasingly driven by technology, security, data maintenance, social media, and compliance, effective records management is crucial to your company’s success. To learn more about records management for your Trenton area business, call us at Resource Data Management at 215-953-5175, or you can contact us to get a Free Analysis. We serve the entire tri-state area!